How can a dismissal letter be written?

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Quick Answer

When writing a dismissal letter, using precise language that explains the reasons for the firing and detailing what happens to the employee's insurance and last check is all necessary to make the process go by as smoothly as possible. Unfortunately, there will likely come a time in every manager's career when they have to fire an employee, so it is essential that it is done correctly.

Begin the dismissal letter the same way that any other professional correspondence would start, with the name of the employee and the date that the letter or email is sent, Microsoft Office recommends. This is useful in case of any potential legal ramifications that may arise.

Detail the reasons for the termination as clearly as possible

In the body of the letter or email, explain in as much detail as possible why the employee is being fired, legal resource Rocket Lawyer suggests. If the employee has been informed that their behavior could lead to a termination, mention that. If layoffs have occurred that have cut jobs, bring this up as well. Be as clear and concise as possible.

Inform the employee what happens to their last check, insurance and time off

Lastly, explain in the letter what will happen to the employee's insurance, their accrued vacation or sick time and when they can expect their last check, Rocket Lawyer advises. This way, the employee is not surprised later. This is also the time to ask back for any items that belong to the company that the employee may have borrowed, such as an access card or smartphone.Learn more about Business Communications